2026 Monthly Calendar for Distributors using WinMentor: Daily Operations Guide
A complete roadmap for distributors using WinMentor: daily, weekly, and monthly operations. Zero missed deadlines, zero friction with tax authorities.
Mihai Istrati — CTO Azuvio · 2026-05-24 · 10 min · ERP & Integrations
Why you need a fixed monthly schedule
For a distribution company using WinMentor, skipping a single operation (checking bank statements, downloading e-invoices, inventory counts) → 3-5 days of recovery time + risk of accounting errors + potential fines from ANAF (the Romanian tax authority). This calendar gives you a predictable rhythm.
DAILY (Every business day)
Morning (8:30-10:00) — Warehouse / Sales Operator:
Check new customer orders (received via email/portal/agent)
Generate delivery notes for the current day's routes
Print invoices for the day's deliveries + attach delivery notes
Verify goods returns (with documented reasons)
Afternoon (15:00-17:00) — Accountant:
Automated download of e-invoices from SPV (verify run status — see «WinMentor SPV invoice import guide»)
Map new suppliers in the master data (for received invoices)
Record validated invoices in the purchase journal
Daily bank statement check: import + reconciliation with receipts/bank transfers
Verify aging reports (follow up with customers on late payments)
End of Day (17:00-17:30) — Supervisor:
Top 5 daily collections vs. target
Critical stock levels (out-of-stock) — urgent supplier orders
Automated backup at 22:00 — verify success in the morning via email
WEEKLY — Monday morning (8:30-11:00)
Sales Manager + Agent Supervisor:
Sales report for the previous week (per agent, per product category, per top 20 customers)
Monthly target tracking — percentage covered
Procurement orders for the current week (based on stock + forecasted sales)
Agent visit planning (routes, priority customers)
Accountant:
Verify the sales journal for the previous week
Clear invoices in «Pending» SPV status (>3 days)
Interim stock update (quantity and value)
WEEKLY — Friday (15:00-17:00)
Operational Team:
Partial cycle counting (10-15% of stock, spot check — NOT all at once)
Warehouse zone cleaning + batch organization
Check short shelf-life items (alerts for clearance promotions)
MONTHLY — Days 1-5 (Month-start operations)
Accountant:
Closing the previous month: verify all operations are recorded (sales, purchases, collections, payments, payroll)
Trial Balance run for the previous month — verify accounts 411, 401, 5121, 707, 6022
Generate final sales + purchase journals (see «WinMentor SAF-T guide»)
Prepare D300 (VAT return) with the 25th deadline
Prepare D394 (informative declaration) — transactions over 5,000 RON
Prepare SAF-T D406 if mandatory for your company
MONTHLY — Days 8-14 (Payroll + current operations)
Generate payroll for the current month (timesheets, calculations, payroll sheets)
D112 (social security contributions declaration) — preparation
10th of the month: deadline for paying social security contributions for the previous month (D112)
Continue standard operations (sales, purchases, collections)
MONTHLY — Days 15-21 (Tax authority filings)
15th of the month: deadline for paying income tax on salaries + social security (CASS + CAS) withheld at source
15th-20th: file D112
Verify e-invoice returns — rejected invoices must be corrected and resent
Interim bank reconciliation
21st of the month: last call for SAF-T corrections before the 25th deadline
MONTHLY — Days 22-28 (Tax rush)
THE 25th = CRITICAL DEADLINE:
D300 filed in SPV
D394 filed in SPV
D406 SAF-T filed in SPV (if mandatory)
VAT payment to the treasury
Days 26-28:
Confirm «ACCEPTED» status in SPV (not just «Processed»)
Correct any tax authority rejections within 5 days (rectifying returns)
Print + archive previous month's PDFs
MONTHLY — Days 29-30 (Preparing for next month)
Full WinMentor backup (see «WinMentor backup guide»)
Update WinMentor if a new version is available
Master data cleanup: inactive items, deleted customers, unused accounts
Management briefing: Top 5 indicators (turnover, profit, 411 balance, 401 balance, cash in hand)
QUARTERLY (March, June, September, December)
D100 (advance payments for profit tax)
D101 (quarterly profit tax)
Full physical inventory of the warehouse (with warehouse closed for 1-2 days or rotating by zone)
Reconcile physical stock vs. WinMentor — investigate differences >2%
WinMentor database reindexing/compaction
ANNUALLY (January-May)
Annual financial statements (filing deadline May 30th)
Annual D101 with final profit/loss
D205 (micro-enterprise income tax / dividends)
Full fixed asset inventory + revaluations
WinMentor upgrade plan (new versions, new modules)
How to reduce time by 50-70%
For a distributor with 500-2,000 invoices/month, the schedule above equals 80-160 team hours/month for accounting + operations. With Azuvio integrated with WinMentor, we eliminate:
Manual entry of incoming invoices (fetched automatically from SPV, validated, and matched with POs)
Bank reconciliation (automated matching with fuzzy logic)
BI report generation (live dashboards, no Excel exports)
SAF-T validation (zero errors at tax authority submission)
Order approval workflows (automated notifications)
Typical savings: 50-70% of team time. See Azuvio pricing or «When WinMentor is no longer enough».
Conclusion
A WinMentor monthly calendar = predictability, zero missed deadlines, zero tax fines. Print it, stick it next to your monitor, and follow it. For a relaxed rhythm and a team focused on what matters (sales, customers, growth) — automate everything that doesn't require human judgment.